Privacy Policy

Prestwich Physiotherapy & Sports Injuries Clinic Ltd

WHAT YOU CAN EXPECT TO SEE FROM READING THIS PRIVACY POLICY
Under data protection law clients of The Prestwich Physiotherapy & Sports Injuries Clinic Ltd and visitors to our website www.physioclinics.co.uk, have specific rights with regards to how we process and protect your personal data. To communicate these rights to you in a clear and concise manner, we are providing you with this privacy policy.

The Prestwich Physiotherapy & Sports Injuries Clinic Ltd is a private physiotherapy service providing treatment in the clinic and in the community on a domiciliary basis. We also provide post graduate training courses to charted physiotherapists throughout the U.K.

Taking care of our customers and providing a high quality professional service is paramount to us. We respect the privacy of every individual who uses our service and visits our website. If you visit our website we have detailed our specific policy in section 9. This Privacy Policy explains how we protect your personal data and informs you of your data protection rights.

We will also help you to know when there is new information available in this Policy. We will tell you when this Privacy Policy was last updated, so you can take time to read it if it has changed since your last visit. Privacy Policy last Updated: 22nd May 2018.

2. WHAT INFORMATION WE COLLECT AND WHAT INFORMATION WE RECEIVE FROM OTHER SOURCES
I order to provide our service and to form physiotherapy records we record and use the following categories of personal data which include: name, date of birth, address, telephone numbers, email address, GP details, medical specialist and referring agency details. We also keep your, medical correspondence and test results, medical insurance details and correspondence where appropriate and other general correspondence required for your care. This list is representative but may not be exhaustive.

We receive information regarding our patients from medical referral sources, insurance companies and intermediaries, legal firms and other referring agencies. We store and record referring agency contact and administrative details and correspondence. Where third parties are used by us to store personal data, we strive to ensure they are compliant with the data protection law.

3. HOW WE USE YOUR PERSONAL DATA
We collect registration information about patients in order to enable us to provide physiotherapy and related services. We require personal data to form notes and to allow appropriate and necessary correspondence with other medical professionals involved in a patients care. This meets our professional regulations and ensures safety and effective physiotherapy. Financial and associated data is also required to process claims and to meet legal requirements and our obligations to for example insurance providers, medical intermediaries or referring agencies involved in patient care.

Data subjects are obliged to provide the personal data we require to provide our service and to form physiotherapy records. If a data subject fails to
provide such data, we are unable to treat them or provide our services safely as we would not have the necessary information required and would be in breach of our professional rules if services were delivered without adequate information.

5. WHO WE SHARE PERSONAL DATA WITH?
We only share your personal data with your explicit consent where, for example we need to contact a third party such as your GP, medical specialist, medical insurance agency, your solicitor or your referring agency and it is necessary or appropriate for your ongoing care. Where third parties are used by us to store your personal data, we strive to ensure they are compliant with the data protection law.

… about Public bodies, law enforcement and regulators …
From time to time, the police, other law enforcement agencies and regulators can request personal data, for example for the purposes of preventing or detecting crime or apprehending or prosecuting offenders and we comply with lawful requirements.

6. INFORMATION ABOUT INTERNATIONAL DATA TRANSFERS.
Our practice management data is stored on a server in the EU.

7. HOW LONG WE HOLD PERSONAL DATA FOR?
It is a professional requirement that we retain physiotherapy records for 8 years after your last attendance. For Children and Young people, we are required to keep records until the patient’s 25th birthday, unless the young person was 17 at conclusion of treatment when we must keep records until their 26th birthday or 8 years after we are notified of a death. Notes will be deleted after these periods. If you re-present within the 8-year period, the current record will be attached to the previous record then notes will then be retained for a further 8-year statutory period. This helps us understand your previous medical and treatment history.

8. YOUR DATA PROTECTION RIGHTS
You have rights in connection with your personal data that, with effect from the 25th May 2018 will include the following: to withdraw consent where you have given it, to be informed and have access to your personal data, to correct or complete inaccurate data, and in certain circumstances to restrict, request erasure, object to processing, or request portability of your personal data to another organisation.

We try to ensure that we deliver the best levels of customer service. if you do need or want to get in touch with us for any reason regarding your data protection rights, please get in touch using the email addresses below, and add into the subject header that it relates to your data protection rights.
gdpr@physioclinics.co.uk

Right to request access to personal data

You may request a copy of your data at any time. Please make such a request in writing or by email to us, at the address shown below. Please provide the following information: your name, address, telephone number, email address and details of the information you require.
We will provide a response within 1 month of your request.
Please write to:

You are entitled to a copy of your dates of attendance, copy letters we have written about you and copy invoices for which we do not make a charge.

We make a standard charge for full copies of physiotherapy notes of £50.00 and these will be provided with one month of receiving the written request.

We are not able to provide copies of letters written by other professionals such as letters of referral without the writer’s written permission and it may be more helpful for you to contact the writer directly.

Right to rectification

We want to make sure that your personal information is correct and up to date. You may therefore ask us to correct or remove information you think is not accurate. We will always comply with requests when we are able to do so within the spirit of GDPR. Please note we cannot alter physiotherapy notes or your Medical record as it is against our professional regulation. We can however add explanatory notes to the medical record if appropriate.

If you would like us to rectify your information, please provide us with your specific request in writing. Please write to:

Whereyouhaveprovidedexplicitconsentforustouseyourdatayouhavearightto withdrawthis consent at any time. In the unusual case that we refuse a request our policy is to fully explain why in writing and to advise you of your right to complain. We will write to you within one month of receiving your request.

Should you wish to complain

Individuals have a right to complain if they think there is a problem in how we handle their data. You should in this instance write to:

If your complaint is not handled satisfactory you have the right to contact the information Commissioners Office by telephone 0303 123 1113 or visit their website https://ico.org.uk/

Right to Data Portability

Data Portability is not applicable to our systems.

9. OUR WEBSITE – www.physioclinics.co.uk
Information we collect about you
Information that you provide to Prestwich Physiotherapy & Sports Injuries Clinic Ltd by filling in forms on the Site or any information subsequently provided.

If you contact us, we may keep a record of that correspondence.

We may also ask you to complete surveys that we use for research purposes, although you do not have to respond to them.
Details of activities you undertake while using the Site or information or material that you post or upload to the Site.
Details of your visits to the Site including, but not limited to, traffic data, location data, weblogs and other communication data, whether this is required for our own purposes and the resources that you access.

Information that you provide to us for the purposes of the attendance of events including payment details such as educational courses we provide.

We may receive information about you from other sources (such as your medical specialist) which we will add to the information which we already hold about you in order to help us.

We may collect information about your computer, including where available your IP address, operating system and browser type, for system administration and site monitoring. This is statistical data about our visitors’ browsing actions and patterns and does not identify any individual.

How we will use the information about you
We use information held about you in the following ways:
To provide you with news and other information relevant to our activities, events and related matters which we consider may be of interest to you.
To ensure that content from the site is presented in the most effective manner for you and for your computer.
Emails we send you will always give you the chance to opt out of receiving further emails.
We may also use aggregate information and statistics for the purposes of monitoring Site usage in order to help us to develop the site and our services. These statistics will not include information that can be used to identify you.

Disclosure of your information
We may disclose your personal information to the person who introduced you to Prestwich Physiotherapy & Sports Injuries Clinic such as your referral agency, insurance company or medical specialist.
We may disclose your personal information to third parties if we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or where necessary to protect the rights or interests of “The Prestwich Physiotherapy & Sports Injuries Clinic Ltd” or their respective officers or members.
We may use carefully selected data processors to process information on our behalf, such as an email service to email newsletters to our members. Third parties to which we transfer your information are only authorised to use that information to fulfil their contractual obligations to us and will not be permitted to use it for any other purpose. We retain full responsibility for how your personal information may be used by our agents.
Save as above, we will neither sell your personal information, nor (save with your consent) transfer or otherwise disclose it, to any third party.

Our use of cookies
The Site uses cookies to distinguish you from other visitors to the site. This helps us to provide you with a good experience when you browse the site and also allows us to improve the site. Cookies are also used on the Site to assist in site analytics. These can help us improve the site and ensure it is performing correctly for you. You can change your personal settings in your browser to manage your cookies and delete your cookies as you choose.
By using the “Prestwich Physiotherapy & Sports Injuries Clinic Ltd” website you’re confirming that you’re happy to accept our use of cookies. Here you can find out more about how we use them.
What are cookies?
Cookies are small, harmless files placed on your computer’s hard drive or in your browser memory when you visit a website.

What do cookies do?
Cookies help to make the interaction between users and websites faster and easier. For example, they can remember your login details or information you supply as you set up a fundraising page. What cookies don’t do is store any personal or confidential information about you.

Are cookies safe?
Yes, cookies are harmless text files. They can’t look into your computer or read any personal information or other material on your hard drive. Cookies can’t carry viruses or install anything harmful on your computer.
Why should I keep cookies switch on?
We advise you to keep cookies active during your visits to our website because parts of the site rely on them to work properly. For example, you won’t be able to sign in to your account or make a donation if cookies are disabled.

Information security
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to the site, any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

Links to other websites
The site contains links to other websites. This privacy policy only applies to this site so if you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

Access to your information
Please see section 8 of the policy:
We want to ensure that your personal information is accurate and up to date. If any of the information that you have provided to “Prestwich Physiotherapy & Sports Injuries Clinic Ltd” changes, for example if you change your email address, please let us know the correct details by sending an email to gdpr@physioclinics.co.ukor by sending a letter to our registered office.

Your consent
By submitting your personal information, you consent to the use of that information as set out in this policy.

Changes to privacy policy
We keep our privacy policy under regular review. If we change our privacy policy, we will post the changes on this page. This privacy policy was last updated on 22nd May 2018.

10. KEEPING YOUR INFORMATION SECURE
We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy.

We require all of our services providers to have appropriate measures in place to maintain the security of your information.

Your information will be kept in a secure environment protected by a combination of physical and technical measures such as encryption technologies or authentication systems to prevent any loss, misuse, alteration, disclosure, destruction, theft or unauthorised access.

Rights in respect of automated decision making or profiling
We do not use any system which uses automated decision making or profiling in respect of our clients or referral agencies personal data.